Administrative Coordinator

7 days ago

Cambridge, United States Howard Hughes Medical Institute (HHMI) Full time
Primary Work Address: 77 Massachusetts Avenue, Cambridge, MA, 02139

Current HHMI Employees, click here to apply via your Workday account.

About Us

The Howard Hughes Medical Institute (HHMI) is a leader in advancing the discovery and sharing of scientific knowledge for the benefit of humanity. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and professionals. Together, we‘re unlocking the fundamentals of biology and fostering an open, inclusive future for science.

The Jazayeri Lab at MIT, led by Dr. Mehrdad Jazayeri, conducts cutting-edge research on humans and animal models to uncover the secrets of how signals in the brain give rise to the mind. Learn more about the lab‘s work at jazlab.org.

We are seeking an Administrative Coordinator to join our team. This role is pivotal in providing complex administrative and operational support to a neuroscience research lab composed of 15-20 researchers and students. The position is ideal for a dependable, self-motivated professional with excellent communication skills who is passionate about contributing to the lab‘s mission. A strong candidate will thrive both independently and collaboratively, demonstrating an eagerness to develop an in-depth understanding of all relevant policies and practices.

The Jazayeri Lab values community and culture, and the role requires primarily in-person work.

What We Offer

  • Competitive compensation package, including comprehensive health and welfare benefits.

  • A supportive lab with a growth mindset working on cutting-edge neuroscience.

  • An intellectually enriching environment with broad interests in physics, engineering, computer science, AI, biology, neuroscience, psychology, and philosophy.

  • A vibrant Institute offering plenty of opportunities for personal and professional growth.

  • Direct supervision and professional development from Dr. Jazayeri that aligns with your personal goals.

What You‘ll Do

  • Calendar Management: Serve as the primary liaison for Dr. Jazayeri‘s calendar, coordinating meetings and schedules.

  • Financial Oversight: Manage grant budgets, track expenditures using SAP, and oversee the lab‘s annual operating budget. Handle billing agreements and sub-awards as needed.

  • Travel Coordination: Organize travel logistics and manage reimbursements for Dr. Jazayeri and lab members.

  • Event Planning: Coordinate lab meetings, retreats, events, and celebrations, including scheduling, catering, and logistics.

  • Compliance Support: Oversee protocol implementation, renewals, and inspections. Ensure training needs for research personnel are met and maintain compliance with protocols.

  • Personnel Management: Liaise with HR to support recruitment, onboarding, and offboarding processes. Coordinate letters of recommendation and nominations.

  • Communications: Communicate with various entities within MIT (finance, Environmental Health and Safety, etc.) and beyond (national and international agencies). This responsibility may extend to direct handling Dr. Jazayeri‘s digital communications.

  • Office Management: Manage office space and facilities, handle mail, and procure supplies.

  • Website and Resource Management: Maintain the lab‘s website and lab archives and records. Updating and maintaining Dr. Jazayeri‘s CV.

  • Editorial Assistance: Write and proofread various documents including manuscripts and grants. Create and revise slides for presentations. Assist with formatting requirements. Prepare figures and graphics. Conduct PubMed searches.

  • Purchasing: Maintain laboratory supplies and equipment.

What You‘ll Bring

  • A bachelor‘s degree in a relevant field is preferred.

  • A minimum of 5 years of high-level administrative experience is required.

  • Enthusiasm and curiosity for supporting the Jazayeri Lab‘s research mission.

  • Excellent organizational skills with attention to detail.

  • Excellent interpersonal as well as written and verbal communication skills.

  • Excellent computer skills and digital literacy on the Mac OS platform is required. Proficiency with Microsoft Office Suite and Google Drive, Google documents, and Google sheets is required. Familiarity with Adobe Illustrator and Keynote is preferred.

  • Ability to work independently, function transparently, manage deadlines, complete tasks, maintain confidentiality, and exercise good judgment.

  • A flexible mindset and a collaborative and positive approach to working with diverse teams.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

#LI-JH1

Please Note:

This job description sets forth the job‘s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word ‘may,‘ the

Essential Duties and Responsibilities described above are ‘essential functions‘ of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

$71,940.00 (minimum) - $90,000.00 (midpoint) - $116,930.00 (maximum)

Pay Type:

Annual

HHMI‘s salary structure is developed based on relevant job market data. HHMI considers a candidate‘s education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer

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